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ADC 265 

USAF Reason for Requisition Cancellation (Excess Cause) Code 

1. ORIGINATING SERVICE/AGENCY: 754 ELSG/LRS DSN 596-2012; 

COMM 334-416-2012 

2. FUNCTIONAL AREA: 

a. Primary/Secondary Functional Area: AF Retail Supply.

b. Primary/Secondary Functional Process: Requisition Cancellation Request – 

AC1 Transactions. 

3. BACKGROUND: 

a. Intent of the change: This DLMS change is in support of the AF Jump Start 

program. The intent is to include an existing AF unique data element used on the requisition 

cancellation, to identify the reason for the cancellation. In the legacy SBSS system, the Excess 

Cause Code is transmitted on AC1, Requisition Cancellation Request transactions. The value of 

the Excess Cause Code on the requisition cancellation (or follow-up on cancellation request), is 

assigned by SBSS logic, and provides a code that correlates to the reason why the SBSS is 

requesting cancellation for the item. Under the Air Force Jump Start program, the AC1 

transactions will be produced in XML using the DLMS 869C format, but the AF will still need to 

include the excess cause code. 

b. Inter-Service Use: During the Supply Process Review Committee meeting 07-2, it 

was suggested that other Components may want to use this code. Components were asked to 

review this change during staffing, to determine if the reason for reversal should be perpetuated 

to non-AF sources of supply, and whether the PRC should pursue adapting the AF Excess Cause 

Code as a DoD Cancellation Reason Code, for joint Service use, e.g., select appropriate codes 

from the AF list, and provide Service neutral terminology for the code meaning. In response, 

DLMSO received concurrence for AF use; however, there was no identified requirement similar 

to that of the AF, and no immediate request to pursue adoption of a DoD data element. This 

topic will be deferred pending a Component request to establish an inter-Service procedure. 

Comments received included the following: 

NAVICP-OF, Code P7612 Sounds like a good idea to establish a Tri-service cancellation 

Reason Code. Not sure it would affect FMS in the immediate 

future, but if CEMIS ever comes about, the more information 

shared with the customer the better. It would also put us in 

compliance with the DoD, so FMS is not doing something 

different. 

NAVICP Code P761 In MISIL, in most instances, the positions in question (either 

74-75 for the Army, or 71 for the USAF), are used for either a 

unit price or an EAD. In some cases, the contract number could 

be in positions 60-76 of the AC_ MILSTRIP document. 
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We would want to monitor the MISIL transactions with the 

Army and Air Force to make sure that, if the PDC is approved, 

the coding in the MISIL AC_ transactions will not lead to a 

misinterpretation. 

NAVSUP Since NERP final blueprinting is complete, no new coding is 

possible until after ERP is released and fully implemented. At 

this point, in the NERP process, it is impossible to predict if 

these new codes will be of use in the new NERP environment. 

TACOM/AMSTA-LC-LSSS I don't see a problem with this. I think that the 

Requirements/SCP people should be the ones to say if they 

could use the information or not. Personally, I don't think it 

makes much difference why a demand was cancelled, as long as 

the demand base is adjusted by the cancellation. 

c. Scenario for which the transaction is used: Whenever a requisition is no longer 

needed to fill a requirement, it is subject to cancellation. The AC1 transaction is used to request 

cancellation from the Source of Supply. The AC1 outbound transaction is created by an in-line 

(user caused), or programmatically, as a result of a previous input or SBSS report. 

4. Procedures, transactions, data elements, processing details in use today: 

a. Today the SBSS produces AC1s in MILS formats and transmits them to DAAS for 

routing to the source of supply for the requisition. AFMAN 23-110, Vol 2, Part 2, Chapter 19, 

Attachment 19E-1, Redistributable (Excess) Materiel Cause Identification Table (Enclosure 1), 

lists the various reasons that the SBSS may request cancellation, e.g., F means a base level was 

deleted; thus, the requirement and the requisition were no longer needed, whereas a 3 tells us that 

a maintenance organization turned in an asset that filled the requisition's requirement. The 

Excess Cause Code value is 1-9 or A-I. 

b. The Redistributable (Excess) Materiel Cause Identification Table lists 2 codes for 

each reason. The first code applies to the initial reason; then, when requirements computation 

program runs (this may be days later), if the excess still exists, then the second code is applied. 

These codes are stored on the stock number record. When the request for cancellation processes, 

the code is taken from that stock number and placed on the transaction (AC_, AK_). 

c. The retail supply system programmatically records the reason for the redistributable 

stock conditions (excess cause codes), for consumable and recoverable supply items and 

equipment items as they occur. The applicable transaction (TIN, REC, FCH, etc.,), that caused 

the excess condition, will assign the initial excess cause code of 1 through 9 or A through I, 

when there is no existing excess cause code assigned to the item record. When an excess cause 

code already exists on the item record, only the File Status (section 19D) program can update 

this field. 

d. Calculating Redistributable (Excess) Materiel. File Status will blank the excess cause 

code when no redistributable (excess) materiel exists. Conversely, when redistributable (excess) 

materiel is calculated by File Status, the excess cause code on the item record is automatically 
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changed to a corresponding excess cause code of J through Z by adding an octal 040 to the initial 

code. The excess cause code on the item record reflects the reason why the excess condition was 

calculated. If no excess is calculated, this code is blank. 

5. APPROVED CHANGE: 

a. Change in detail: Add a data element to the DLMS transaction for requisition 

cancellation, to identify the AF-assigned excess cause code that is currently transmitted on 

SBSS/Air Force AC1 transactions in position 71. Update the DAAS maps to perpetuate the 

Excess Cause Code between DLMS and MILS, during conversion supporting intra-AF 

requisition cancellation. 

b. Proposed procedures: 

(1) Update the DLMS 869C, Requisition Cancellation, as follows: 

# Location Revision Reason for Change 

1 DLMS 

Introductory 

note 3

Add ADC 265 to DLMS introductory note.3: 

-- ADC 265, USAF Reason for Requisition Cancellation 

(Excess Cause) Code (Supply/MILSTRIP) 

To identify changes in the 

DS

2 2/LQ01/180 Add qualifier ‘Z-Cancellation Reason’ with DLMS Note: 

Z Cancellation Reason 

DLMS Note: 

1. Use to specify the reason for requisition cancellation. 

2. The only authorized use at this time is for intra-Air Force 

communication of the Air Force-assigned Excess Cause 

Code. The code source is identified as AFMAN 23-110, 

Vol 2, Part 2, Chapter 19, Attachment 19E-1, Redistributable 

(Excess) Materiel Cause Identification Table. 

3. DLMS enhancement. Refer to ADC 265. 

To allow DLMS 

communication of the 

AF-unique code to 

identify the reason for the 

cancellation. DAAS may 

perpetuate to DLMS 

capable supply sources 

when present regardless 

of Component. 

(2) Update MILSTRIP Appendix 3.7, Requisition Cancellation, as shown in 

Enclosure 2. 

6. REASON FOR CHANGE: The Air Force SBSS, AC1 MILS transaction, carries an 

excess cause code. The AF needs to perpetuate the MILS excess cause code in the XML 869C 

DLMS transaction to be used in the Jump Start program. 

7. ADVANTAGES AND DISADVANTAGES:

a. Advantages (tangible/intangible): Supports AF Jump Start migration to DLMS. 

b. Disadvantages: None. 
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8. NOTE ANY REGULATIONS OR GUIDANCE: AFMAN 23-110, Volume II, Part 2, 

Chapter 9, Attachment 9C-12 (Requisition Cancellation Request, AC1), Output Transaction, 

DoD 4000.25-1-M MISTRIP (28 April 2004). 

9. ESTIMATED TIMELINE/IMPLEMENTATION TARGET: ASAP. 

10. IMPACT: Require DAASC conversion functionality for this data element (excess cause 

code of the cancellation request) to support the implementation of Air Force DLMS. 
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Enclosure 1, Table 19E1.1. Redistributable (Excess) Materiel Cause Identification Table. 

EXCESS 

CAUSE 

CODE 

TRIC DESCRIPTION OF CONDITION NOTES 

1(J) TIN Base Civil Engineer 

Type Organization A or B 

Note 1 or Blank 

2(K) TIN Vehicle Maintenance 

Type Organization V 

Note 1 or Blank 

3(L) TIN Maintenance 

Type Organization G, I, 7, or 9 

Note 1 or Blank 

4(M) TIN WRM MRSP Activity Code U or W 

5(N) TIN Other-All Others Not Listed Note 1 or Blank 

6(O) REC Due-In Over/Short Flag E 

7(P) REC Receipt Not Due-In Flag 

8(Q) REC SPL REQ FLAG R in Due-In Detail 

9(R) FRR Demand Data Decrease 

 FCL 

A(/) BIR Increase Serviceable Balance 

B(S) CIC Increase Serviceable Balance 

 IRC 

 IRC 

 FCH 

 FCC 

 1RS 

 1RR 

C(T) FCU Price 

 FIC ERRCD/QUP Change 

 SNUD 

D(U) DOC Customer Request for Cancellation 

Assign D if No Due-In is Related. 

Store 9 in Due-In if Related. REC 

Assign D if 9 or Due-In. 
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E(V) 1F3 Deletion of ISSL Level 

F(W) 1F3 Base initiated Adjusted Level Note 2 

G(X) 1F3 Headquarters Directed Adjusted 

Level 

Note 3 

H(Y) LVL Demand Level Inline Decreased 

I(Z) LVL Inline Deletion of Demand Level 

 

NOTES: 

1. Action Taken Code (ATC) B, S, T, and U applies on TIN transactions and all other 

maintenance action taken codes if TEX (+) is used to bypass DIFM detail update. 

2. Load or change to maximum or fixed. Delete/decrease to minimum or fixed. 

3. Load or change to maximum or fixed. Delete/decrease to minimum or fixed. 
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Enclosure 2 

AP3.7. APPENDIX 3.7

REQUISITION CANCELLATION

FIELD LEGEND

RECORD 

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier 1-3 Enter DI AC_ or AK_. 

Routing Identifier 4-6 Enter RI for the last known supply source. 

Media and Status 7 Enter M&S as shown in the original 

requisition. 

Stock or Part Number 8-22 Enter the NSN or part number as shown in 

the requisition or in supply status, when such 

status has been received. 

Unit of Issue 23-24 Enter the U/I as shown in the requisition or 

status. 

Quantity 25-29 Enter the quantity for which cancellation is 

requested. For ammunition cancellations 

only (items in FSG 13), enter an “M” in 

rp 29 to express in thousands any quantity 

exceeding 99,999. Example: A quantity of 

1,950,000 will be expressed as 1950M (1950 

in rp 25-28 and an “M” in rp 29). 

Document Number 30-43 Enter document number of the requisition 

for which cancellation is requested. 

Suffix 44 Enter suffix as shown on the supply status, 

when applicable. Otherwise, enter demand 

code from the requisition. 

All Other Fields1

 45-61 Enter data from the requisition or supply 

status. 

Date of Preparation 62-64 Enter the ordinal day of preparation. 

All Other Fields 65-80 Enter data from the requisition or supply 

status.2

 

1

 On Intra-Army basis, cancellations may contain an Army Edit Action Code in rp 74-75 to 

indicate the actions required by the receiving system, in order to process transactions and direct 

authorized follow-on actions. This code is meaningful to the Army only. 2 For intra-Air Force requisition cancellation/follow-up for cancellation, the reason for cancellation (Excess 

Cause Code) may be identified in rp 71. Refer to ADC 265